The posting
Job Summary
The Marine Operations Executive coordinates crew changes and bunkering calls for vessels calling at Singapore. The role acts as the main operational contact for shipowners, ship managers, Masters, crew managers, bunker suppliers, and local service providers.
The executive manages each assigned call from pre-arrival planning through completion and documentation. This includes checking crew travel and clearance arrangements, coordinating launch and land transport, aligning bunker barge schedules with vessel movements, and keeping all parties updated when schedules change. The role requires sound judgment, clear communication, and the ability to manage several vessel calls at different stages at the same time.
Key Responsibilities
1. Crew Change Coordination
- Receive crew change instructions from shipowners, ship managers, and crewing departments. Confirm joining and disembarking crew lists, flight itineraries, vessel schedules, and any special travel or medical arrangements.
- Review passports, seafarers’ books, flight bookings, and supporting documents for completeness. Coordinate applicable immigration and port clearance arrangements and follow up on outstanding information before the crew travels.
- Prepare a movement plan for signing-on and signing-off crew, covering airport transfers, hotel accommodation, launch boarding, vessel boarding or disembarkation, and onward travel.
- Coordinate with the Master, crewing department, launch operators, transport providers, and boarding agents to confirm reporting times, boarding points, and transfer arrangements.
- Track flight arrivals and vessel movements against the planned schedule. Rework arrangements when there are flight delays, missed connections, changes in vessel ETA or ETD, or changes to the boarding location.
- Monitor each transfer until joining crew are confirmed onboard and departing crew have reached their agreed destination or been handed over for onward travel.
- Escalate issues involving incomplete documents, entry clearance, unsafe transfer conditions, or tight flight connections. Present workable options to the principal and obtain instructions when additional expenditure or schedule changes are required.
- Maintain a record of crew movements, actual timings, approvals, expenses, and supporting documents. Issue a completion update to the principal after the crew change.
2. Bunkering Agency Coordination
- Receive bunker call instructions and confirm the vessel’s ETA, intended bunkering location, nominated supplier, fuel grades and quantities as advised by the principal or supplier, and expected sailing schedule.
- Liaise with the Master, Chief Engineer, bunker supplier, barge operator, surveyor, and relevant port service providers to confirm the operational sequence and expected delivery window.
- Track vessel and bunker barge movements and communicate updated arrival, alongside, commencement, completion, and departure timings to the relevant parties.
- Coordinate the bunkering schedule with other activities during the call, including crew changes, stores delivery, launch services, and planned vessel movements. Identify timing conflicts and confirm the revised sequence with the Master and principal.
- Arrange attendance by bunker surveyors or other nominated representatives when instructed. Confirm boarding arrangements and ensure the vessel and attending parties have each other’s contact details.
- Maintain an accurate timeline of the operation and follow up for applicable documents, including the bunker delivery note, statement of facts, and survey reports where available.
- Escalate barge delays, delivery interruptions, reported quantity or quality discrepancies, documentation issues, and any incident raised by the vessel or supplier. Record the facts, preserve relevant correspondence, and coordinate follow-up under the principal’s instructions.
- Issue a post-operation report covering actual timings, operational delays, outstanding documents, and any matter requiring the principal’s attention.
3. Port Call Planning and Client Communication
- Act as the assigned operational contact for the principal and vessel before arrival, during the call, and through departure.
- Prepare pre-arrival instructions, service schedules, contact lists, and status updates for the Master, principals, and service providers.
- Coordinate applicable submissions, clearances, and port services within the scope of the appointment. Track deadlines and obtain confirmations before the relevant operation begins.
- Arrange supporting services such as launch boats, ground transportation, accommodation, and attendance by nominated contractors.
- Monitor concurrent calls, prioritise time-sensitive movements, and maintain clear handovers for after-hours operations.
- Communicate schedule changes promptly and state the expected impact on crew movements, bunker delivery, and vessel departure.
- Coordinate with the duty team and service providers during evenings, weekends, and public holidays when required by vessel schedules.
4. Cost Control, Documentation and Close-Out
- Obtain service quotations and prepare estimated agency and third-party costs for the principal’s approval.
- Track launch, transport, accommodation, survey attendance, waiting time, cancellation, and other service charges against the approved scope.
- Obtain approval for additional expenditure where required and document the reason for any variation, including delays, revised instructions, or additional trips.
- Check supplier invoices against confirmed rates, actual services performed, and supporting documents. Follow up on discrepancies before submitting charges for billing.
- Prepare completed job files and supporting records for the final disbursement account. Coordinate with the accounts team on outstanding documents, invoice queries, and billing deadlines.
- Review recurring delays and service issues with the operations team and update internal checklists and handover notes where needed.
Qualifications and Experience
- Diploma or degree in Maritime Studies, Shipping, Logistics, Supply Chain Management, Business, or a related discipline. Relevant hands-on experience in ship agency or marine operations will also be considered.
- Practical experience in ship agency, crew change coordination, bunker operations, vessel operations, or port services.
- Familiarity with vessel schedules, port and anchorage operations, crew travel arrangements, and the documentation required to coordinate a vessel call.
- Experience working with Masters, shipowners, ship managers, bunker suppliers, launch operators, transport providers, and other marine service vendors.
- Strong written and spoken English, with the ability to prepare clear operational emails, movement plans, and completion reports.
- Proficiency in Microsoft Outlook and Excel and the ability to maintain accurate operational and cost records.
- Ability to manage multiple vessel calls, make timely operational decisions within the assigned scope, and escalate issues with clear facts and practical options.
- Availability to support vessel operations outside regular office hours when required.
